Siddharath Dugral

How to Customise Report Template in TEAMS

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Overview

We have five Word reports that you can customise in TEAMS:

  • Offer Letters
  • Academic Docs: These are used to customise certificates, transcripts, records of results, completion letters, statements of attainments, etc. that you wish to print for the students.
  • Invoices: This report template is used to customize the student invoices.
  • Payments: This is used for the refunds and receipts templates.
  • Letters and warnings: You can use this report template to customise your fee warnings, attendance warnings, and also to create student ID cards etc.

How to download the Master Template of any Report in TEAMS

  • Select the report in the search field to proceed. For example, if you are going to search for an offer letter then try typing 3 initial letters of it and the system will show you all report templates starting with those 3 initials. Simply select the required one.
  • Once you selected it, the screen will refresh and shows you the customised offers in the grid.
  • Now if you are going to customise any new offer letter, you need to select, the download icon beside the report name. This will download the Master version of the offer letter template which will help you to customise the offer letter for your RTO.

Below are the steps and explanations to customise the report template in TEAMS.

When you download any master template, it will show you some basic information about the template at the start and then shows you different sections that we have in every word report. You will find two categories of merge fields.

  • Individual Merge Fields
  • Table Merge Fields

Individual Merge Fields

Anything in the curly brackets in the template is merge field and so let’s say you want to populate a student number or student name in your customised version then you need to copy and paste this merge field into your custom template so that every time when you generate any report, it will populate student number automatically for you. That’s how the merge fields will work for you for the students, enrolments, agents, and employers.

In the custom template, you can see that this table has basic information about the student like name, DOB, gender, and so on if you want the system to print this data for you then you need to copy all the individual merge fields related to the fields and to do so, you can simply copy the merge field from the master template and paste it. You can also edit the text format(font and size) of the merge fields according to your preferences.

IMPORTANT – If you are copying any merge field from the master template then you must copy it including the curly brackets. if you simply copy the text then the system will not print any data in your customised template.

Tables

let’s say the student is enrolled into a program and you want to print the application number, Program descriptive code, Program descriptive name, and application dates then you need to find a table with all the required merge field columns and simply copy the whole table and paste it into the template that you are customising. In case, If you do not need any columns from the table you copied from the master template then you can delete those columns in your custom template.

How to use table merge fields in the report

  • If you don’t want the default first column of the table or you wanted to adjust the first column position, then you need to cut the «TableStart:ProgramSummaryTable» merge field and paste it before the merge field of the column that you wanted to be first in the table. Then you can delete or adjust that first column in your table.
  • The same rule applies to the last columns as well. For Example, In this table, the total duration is the last column and you don’t want the table to print the total duration columns in your custom template and you want the Holiday Weeks to be the last column in this table. Then in such case, you need to copy the merge field that is «TableEnd:ProgramSummaryTable» and paste it into the holiday weeks column after the holiday weeks table merge field.

IMPORTANT – Always remember whenever adding tables in your custom template, kindly check there are always table start and table end merge fields present in the first and last column of the table respectively.

Also, we have group tables in the master templates that will print the merge fields along with the data in the grid for the table. For example, course details table, here application no, course name and course dates are merge fields and under this, you will see the grid having columns instalment date, Study Period, Start Date, End Date etc.

You need to select the whole group table from this merge field «BeginGroup:CourseDetails» from the master template till  «EndGroup:CourseDetails» and paste it into your custom template. You can adjust or delete the other table columns along with their merge fields but the «BeginGroup:CourseDetails» and «EndGroup:CourseDetails» merge fields should never be deleted or adjusted in the custom template.

Once all the editing is done, save the document with the name of the offer letter in Word document format i.e docx extension into your system and upload the custom template in the Report Template screen.

Attendance Hours Report Data Columns

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Below is the list of the columns and their explanations for the report.

ColumnsExplanation
Student NoStudent Number generated by TEAMS
Student NameStudent (First name)(Middle name)(Last name).
Enrolment NoEnrolment Number generated by TEAMS.
Program CodeProgram Code under which the student is enrolled.
Program NameProgram Name under which the student is enrolled.
CampusThe system will show you the campus of the student.
Start DateStart date of the enrolment.
End DateEnd date of the enrolment.
Enrolment TypeThis is the enrolment type selected on the edit enrolment screen.
TimetableThe system will show the current timetable allocated to the enrolment.
Attendance TimeThe system will show you the total attended hours of the student within the selected date range.
Absence TimeThe system will show you the total absent hours of the student within the selected date range.

Enrolment Status Column – Application Processed Report

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We have introduced a new column ‘Enrolment Status’ in the Application Processed Report. This column will show you the status of the enrolment if it is current, not yet started or finished.

IMPORTANT – In this report, you will see the records of applications and enrolments as well but it will only show the data for the enrolments in the enrolment status column.

Attendance Hours Report

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Main Dashboard > Compliance Menu > Attendance Hours Report

We have added a new report Attendance Hours Report under the Compliance Menu. This report will show you the Attended and Absent hours for each enrolment of the student for a selected period.

To know more about the Filters/Parameters, Columns, and explanations, please select the below links.

Attendance Hours Report Filters

Attendance Hours Report Data Columns

Attendance-Hours-ReportDownload

Holidays – Student

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Student Dashboard > Student Profile Tile > Holiday Icon

You can add the holidays at the Student level from the Holiday icon as you can see below:

Once you select the Holiday icon on the Student profile tile, it will take you to the holiday screen and there you can add the Holidays by selecting the +Holiday button.

Note: Holiday type is a dropdown and if you want any holiday type to be set up on your TEAMS site then you need to go to the User Codes screen.

When you select the +Holiday button, the popup window will open on the screen and there you can add the holiday start date, and end date and select the holiday type from the dropdown. You can also add holiday notes as shown below.

Once you have selected all the above parameters then you need to select the tick boxes as per your requirements.

  • Apply holidays to this Enrolment- If you select this tick then the added holidays will get linked to the enrolment.
  • Extend Enrolment dates – If you select this tick box, the enrolment end date will get extended as per the selected date range for the holidays. If the enrolment start date is 08/05/2022 and the end date is 06/08/2023 and you have applied the holiday dates for 3 weeks, then the enrolment end date will extend to27/08/2023 as 3 weeks will get added to the enrolment.
  • Extend Enrolment subject dates? – When you select this tick box, the Enrolment’s subject dates will get extended automatically.

When all the above steps are done then you will see the applied holidays on the holiday screen, also if you want to edit or delete the holidays then you can select the edit icon or delete icon.

NOTE – Once the holidays are applied to the Student, then the holiday’s icon will change to red color

Communication Log Screen – Ability To Download Attachments

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We have made some changes to the Communication log screen and added the ability to download the attachments when any email was sent to a student/enrolment.

You can select the view icon for the email and then select the attachment to download the attached files.

Note: The system will allow you to download the attachments for future emails in this update.